concept illustration of training as a piece of the puzzle

Tips and Information

  • Logins at versus

    February 5, 2020, 14:32 PM by Matt Havard

    A customer asked recently if it was okay to log in via

    That's fine, as long as you realize that it takes one more step from there to get to the UTMB SharePoint Portal.

    When you log into and click on the SharePoint icon, you are taken to the UTMB Sharepoint environment (as evidenced by the URL), but not the UTMB SharePoint portal (the only page that displays the ‘Departments’ and ‘Collaboration’ menus).

    The 'SharePoint Home' link opens the UTMB SharePoint Portal.There’s a link in the left-hand menu of the SharePoint page, under ‘Featured Links,’ named ‘SharePoint Home.' Clicking that link will take you to the UTMB SharePoint portal.

  • O365 and OneDrive icons—explained

    February 3, 2020, 11:33 AM by Matt Havard
    O365 File On Demand iconsThe importance of Microsoft's use of icons to convey file, sync and connectivity status in Office 365/OneDrive should not be overlooked. Understanding the meanings behind the various icons can be very helpful.

    This Microsoft support document does a pretty good job of of covering the cut-and-dried meanings of practically every icon in Office 365.

    I also found a short and concise third-party video on YouTube that does a great job of explaining the "Files On Demand" icons. Those are the ones you'll see if your PC has the OneDrive sync client installed.

    Knowing and understanding the meanings of these icons can help you adapt to Office 365 more easily, and take advantage of all it offers. Take a second now to look over this information, you'll be glad you did!
  • SharePoint Online Permissions and Sharing downloads

    January 23, 2020, 14:43 PM by Matt Havard

    We had a great turnout for today's presentation on SharePoint Onine permissions! Thanks for all the questions!

    Thanks again to Vallorie Peterson from Enabling Technologies for putting everything together and presenting!
  • Downloadable Training Materials ARE Available

    October 9, 2019, 17:11 PM by Matt Havard

    As someone pointed out today, videos aren't everything. We recognize that, and to be honest we struggle to find the time and resources needed to create actual, easy-to-parse UTMB-specific support documentation for the applications in this project. It's a lot easier, frankly, to post a recorded session, even though we realize it's not always as effective.

    There is one organization that can provide some decent training materials (although they are not specific to UTMB), and that's Microsoft. Let me share a couple of links with you:

    Hopefully, you'll find these basic support documents helpful. As always, feel free to write us at for additional assistance.
  • What is MyAnalytics in Office 365, and why is it looking over my shoulder?

    August 19, 2019, 12:12 PM by Matt Havard

    The O365 online environment is not static—as its creator and host, Microsoft regularly introduces new features and updates. That’s just part of utilizing a cloud environment, and we’ll all have to get used to it. If you’ve been using Exchange Online or Office 365 applications for more than a week or two, you may have seen email messages referencing something called “MyAnalytics.”

    MyAnalytics is Microsoft’s attempt at providing helpful information about your work week. According to Microsoft, “MyAnalytics provides insights into two of the key factors in personal productivity: how people spend their time and who they spend it with.”

    While Microsoft may have the best of intentions, receiving unsolicited weekly reports on your personal Office 365 activities can be disconcerting. It’s important to know that:

    1. You are the only person at UTMB who receives this information:
    Among other useful things, Microsoft’s MyAnalytics Privacy Guide says, “MyAnalytics has no mechanism or option that allows anyone but the user to access the personalized information that is displayed through these surfaces, unless that person purposefully and independently shares that information. Insights provided by MyAnalytics cannot be used for automated decision-making or for profiling. ”

    Further down, Microsoft states that in a few instances, anonymous and very generalized information might be shared with others. The example given is email read rates on emails sent to groups of more than 5 people.

    2. You CAN turn these emails off.
    From the Microsoft site:

    1. Open your dashboard.

    2. Select the Settings (gear) icon in the top right.
    Gear icon with pointer cursor

    3. Under MyAnalytics, select Settings.

    4. For Dashboard, set the control to Off.
    image of an ON/OFF slider configuration switch
    5. Select Save to save your changes.

    Note: It might take up to 24 hours for your saved changes to take effect. If you opt yourself out or if an admin opts you out, you can opt back in any time to regain access to your personal dashboard.

    Other useful MyAnalytics links:
  • Leveraging Siteimprove to find errant iSpace links

    August 8, 2019, 15:59 PM by Matt Havard

    Information Services will be migrating the iSpace files linked from your UTMB web site (generally known as 'web files') into SharePoint. Shortly after, IS will provide you with a report detailing the original iSpace URL, the new SharePoint URL, and the web page the file is linked from. Once you have manually updated your site to reflect the new SharePoint links, we recommend you run a Siteimprove link report to check for iSpace links that may have been overlooked. Visit the Siteimprove training page on the UTMB Web Resources site for the most current instructions on how to do this. You can also reference this PDF.

    Another idea is to run a report looking for Sharepoint links, then compare the number of links in it to the number of iSpace links in the original report IS sent you. Hopefully, the quantities will be the same.

    To really take advantage of Siteimprove (and it can do a lot), you need some basic training. The best place to start is this Siteimprove page on the UTMB Web Resources site. Questions? Send email to

  • OneDrive Features and Benefits

    May 31, 2019, 22:28 PM by User Not Found

    OneDrive folders are 1 TB (1000 GB) in size, where iSpace user folders are only 10 GB. Improved integration with Word, Excel, PowerPoint and other Microsoft Office products.

    Files and documents are accessible anywhere with the mobile applications for SharePoint and OneDrive for Business. You can edit, attach and approve documents with one click while you’re on the go.

    Co-authoring empowers true collaboration at UTMB. Soon you’ll be able to work on documents at the same time with your teammates and across departments.

  • What to Expect from the iSpace to SharePoint Migration

    May 31, 2019, 22:25 PM by User Not Found
    Continuous communication, robust training and ongoing support will be made available as we complete this transition. Stay tuned for more information.

    March 20 - August 30, 2019 is the planned migration timeline: Migrations to SharePoint and OneDrive will occur in stages. More details to come.

    Only the latest versions of documents in iSpace will be migrated. If you have questions about files with versioning enabled, contact

    Documents and web pages that contain links to iSpace documents will need to be updated with new links to those files once they have been migrated to SharePoint. We’ll be sure you have all the tools you need to complete this successfully and will update this guide with how-to documents and instructions as they become available.

    Important: The OneDrive client will only sync with Windows computers on the UTMB network. If you aren’t on the UTMB network, access to your OneDrive data is available via the OneDrive Online Portal.